Usually at the end of each business day, you will process a "closeout" to total up the day's sales and prepare your deposits, etc. This process will differ between MicroBiz users depending on a few key settings.


40-Column Closeout vs 80-Column Closeout

Depending on your hardware setup and/or preference, you can choose to process your closeout report on either a 40-column (small receipt sized) printer, or a 80-column (regular report sized) printer.
You can switch between these two options by clicking on Management | Custom System Settings | Print Settings, then choosing the desired option in the lower-right hand corner.

Here are the differences:

40-Column Closeout

80-Column Closeout

  • Can be done on the same printer that you use for receipts.
  • Don't have to be printed to a local printer (same is true of 40-column, but this is usually more relevant here).
  • Gives you one clean and concise summary of the sales since the last closeout.
  • Provides you with the option of printing many more reports than can be done with a 40-column printer.
  • Gives much more flexibility over what reports are printed.
  • Can reprint only the last closeout.
  • Can reprint any of the last 100 closeouts saved by MicroBiz.

For 80-column closeout users, MicroBiz will save the most recent 100 closeouts for reprinting. Once you have performed over 100 closeouts, MicroBiz will begin to over-write the oldest saved closeout.


Individual vs Centralized Closeouts

This is a choice that needs to be made by MicroBiz users who will have multiple PC workstations: do you want to process your closeout on each workstation individually or do you want to closeout all sales on just one PC? However, this is usually a simple decision to make, as most Retailers require separate reports for each register and Mail Order companies and Wholesalers will tend to stick to one register for totaling the day's sales.
To change between these two closeout types, go to Management | Custom System Settings | Global Settings and choose between the first two options. The currently enabled option will be displayed at the bottom of the closeout screen once you open it from Daily, closeout.

If you will be using the Individual closeouts setting, make sure that each workstation performs it's closeout one at a time. It is very important not to process a closeout on more than one workstation at a time to prevent data being overwritten!


Closeout Walk Through

The following is a guide to performing closeouts using either the 40 or 80-column (respectively) closeout printer methods.

  • If using the Centralized closeout method, make sure that MicroBiz is closed on all workstations other than the one performing the closeout.
  • If using the Individual closeout method, MicroBiz does not need to be closed on other workstations during this process.
  • Either way, MicroBiz should be closed at the end of each day!


40-Column Closeout

  1. Click on Daily, then closeout.
  2. If MicroBiz detects the data from the previous closeout, you will be asked if you want to "reprint the previous closeout report." You can click Yes to do so, or to continue with our guide, click No.
  3. MicroBiz will present you with a chance to cancel this process by warning you that "this will zero your daily totals." To proceed, click OK.
  4. If you would like a Summary of Sales by Department Report, click Yes (or to skip this, click No). This report gives you sales figures broken down by department, if applicable.
  5. If you would like a Products Used Report, click Yes (or to skip this, click No). This report gives you details on any activity on items used since the last closeout.
  6. You will be presented with the "Sales Summary for End of Day" window, where you can edit some closeout data. See the section on this below for details.
  7. Once you click OK, the closeout report(s) should print out, and your closeout is complete!

80-Column Closeout

  1. Click on Register, then closeout.
  2. Under "Select Reports to Print," you can enable or disable any report as desired. MicroBiz will remember the last selections made here.
  3. The "Reprint reports from one of the last x closeouts" (where x is equal to the number of previous closeouts saved by MicroBiz, up to 100) option can be checked to reprint the "End of Day Report" from a previous closeout. Leave this option unchecked to proceed with the current closeout.
    • If you wish to reprint a previous closeout, check the previously mentioned option and select from the drop-down menu, then click on Reprint Old closeout.
    • You can quickly reprint the most recent closeout reports by clicking on the Reprint Last closeout button.
    • You can click on Exit to cancel the closeout process.
  4. Click on the Generate Reports button to proceed with the currently selected settings.
  5. MicroBiz will present you with a chance to cancel this process by warning you that "this will zero your daily totals." To proceed, click OK.
  6. The report preview window will appear, where you can choose a few report output options:
    • Choose either the Printer, or Export to File via Word or Excel or PDF or Exit the preview.
    • You will be presented with the preview for each report selected
    • The last reports to print will be the Ins and Outs report.  Prior to this however you are presented with the "Sales Summary for End of Day" window, where you can edit some closeout data. See the section on this below for details.
  7. Once you click OK, the closeouts Ins/Outs reports should print out, and your closeout is complete!

Sales Summary for End of Day

Before the closeout process can be completed, you will be prompted to enter some final details such as payouts, deposits, notes, etc.

Figure 5-5



This window will give you a review of your taxable and non-taxable sales in the upper-left, and let you not only review but edit some of the other closeout data:

  • Office Payouts – payments made by the store in which cash is removed from the till (i.e. office supplies).
  • Miscellaneous Payouts – payments made by the store in which cash is removed from the till (i.e. cleaning supplies).
  • Total Payouts – the sum of the two previous figures.
  • Opening Drawer – the amount of money (i.e. cash) that was left in the till after the previous closeout.
  • Deposit Should Equal – this adds up the cash and check figures that are to be deposited.
  • MasterCard/Visa – the total credit card charges from either of these tender types.
  • Discover – total Discover credit card charges.
  • American Express – total American Express credit card charges.
  • Checks Deposit – the total amount received in checks (listed as deposit because checks won't be left in the drawer).
  • Cash Deposit – the total amount of cash taken in that will be part of the deposit.
  • Credit/Coupons – the sum of all Store Credit and/or Coupons redeemed.
  • Debit Card – total of all debit card charges.
  • Charge to Account – total of sales that were paid by house account. (Layaways cannot be charged to account.)
    Pre-payments – the sum of all Store Credits purchased.
    Closing Drawer – the amount of money that will be left in the cash drawer.
  • Finance Charges – the total of all finance charges accrued since the last closeout.
  • Notes – any extra data you want to include with this closeout.
  • Employees – the initials of the employee who processed the closeout, or a list of names of employees who were present.
  • Cost of Goods Sold – if you have entered a cost for each of your items, this will tell you the total cost of items sold since the last closeout.
  • Cost of Goods Received – as above, if you keep track of costs with MicroBiz, this will report the total cost of items received since the last closeout.

Once you have filled out any applicable fields, click OK to finish the closeout process.